Rupinder Singh

Scientia Est Potentia

Koha at Central University of Punjab

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Data migration and the process of transferring data from SLIM system to Koha Open Source Library Management Software. This report details the data migration into Koha, an open-source Integrated Library System (ILS), at the Central University of Punjab.

Project Goals:

  • To transfer library catalog data from the SLIM to Koha.
  • To improve the efficiency and functionality of the library’s catalog system.
  • To ensure the preservation of library catalog data during the migration process.

Project Methodology:

  1. System Selection: After conducting extensive research and comparison, several Integrated Library System (ILS) options were carefully evaluated. Ultimately, the decision was made to choose Koha due to its open-source nature, robust set of features, and the strong community support it boasts. This combination ensures a powerful and flexible platform that aligns perfectly with the needs and objectives of the CUP Library.
  2. Data Extraction: CUP library was using SLIM as the Library management software, but due to its limited functionality and recognizing the need for a more efficient and organized system, the decision was made to streamline this process using industry-standard practices. Although SLIM claimed to provide MARC import-export support, but it was noticed that data extracted through MARC Export option was incomplete. Hence multiple formats, i.e., XML, CSV and MARC were exported form from SLIM
  3. Data Conversion: To seamlessly transition the data from exported MARC, XML and CSV files into a more widely recognized and compatible format MARC, a popular open-source tool called MarcEdit was utilized. It facilitated the conversion of the Excel data into the widely-used MARC21 format, commonly known as mrc format. This conversion allowed for better compatibility and integration with Koha, thereby empowering the library with enhanced data management capabilities.
  4. Data Cleanup: A meticulous review and cleanup process was undertaken before importing the extracted data into Koha. The primary goal was to ensure the accuracy and completeness of the data. This involved carefully examining the extracted information, identifying and resolving any inconsistencies, and addressing any missing or erroneous data. By performing this crucial step, the CUP Library enhanced the quality of its bibliographic data, ultimately leading to improved user experience and effective information retrieval.
  5. Merging Multi-copy Records: During the data analysis phase, it was identified that multiple book items shared the same bibliographic data. In order to ensure data standardization and eliminate redundancy, a comprehensive approach was taken. These multi-copy records were carefully examined and subsequently merged into a single record while keeping the individual items separate. This process not only complied with established cataloging conventions but also simplified the library’s data management, leading to more efficient and coherent information access for library users.
  6. Data Import: Once the data had been thoroughly cleaned and standardized, it was imported into Koha using the built-in import tools. The Data import was done in three phases, This streamlined import process allowed for seamless integration of the library’s enriched bibliographic data into the Koha system.
  7. Bulk User Creation: Detail of Library users were exported from SLIM and the user data was subsequently formated as per data fields required by KOHA. The CSV data and user images were then bulk imported into KOHA.
  8. Migrating Circulation Data: After the import of bibliographic records and the user data, Circulation records of checked out books, their checkout date, users Fines, etc were imported into koha using automated tasks.
  9. Integration with RFID, Self Check Kiosk: The CUP Library is has completely computerized and automated circulation mechanism. After the existing bibliographic, user and circulation data is imported in the system, the system was configured with SIP protocol to perform kiosk assisted check in and checkout for upcoming transactions.
  10. Quality Control: To guarantee the accuracy and completeness of the imported data, a rigorous quality control process was implemented. The imported information was meticulously reviewed and meticulously compared to the original data source. Any necessary corrections or adjustments were made to ensure that the final data reflected the highest standards of quality and integrity.
  11. User Training: Recognizing the importance of equipping library staff with the necessary skills to effectively utilize Koha, comprehensive training sessions were conducted. These training sessions focused on various aspects of Koha, including catalog maintenance and management. Through hands-on instruction and guidance, the library staff was able to develop a deep understanding of the system, empowering them to efficiently navigate and utilize Koha’s powerful features. This training ensured a seamless transition to the new system, enabling the library staff to effectively serve library patrons and provide them with an optimal user experience.

By following this well-rounded process, the CUP Library successfully leveraged Koha to streamline its operations, enhance data management capabilities, and deliver an enhanced library experience to its users.

Project Results:

  • Successful transfer of library catalog data from the current ILS to Koha.
  • Improved efficiency and functionality of the library’s catalog system through the use of Koha’s advanced features.
  • Preservation of library catalog data during the migration process through accurate data extraction and thorough quality control.

Future Roadmap:

Having successfully transitioned from SLIM to Koha as our primary library management software, we’re poised for an exciting phase of streamlined operations and enhanced services at our library. With Koha now at the helm, our future plans encompass maximizing its capabilities across all library functions. This includes leveraging the acquisitions module for efficient procurement processes, harnessing the E-Resource Management module to expand digital collections, and utilizing the Serials control feature for comprehensive periodical management. Koha’s robust and user-friendly platform empowers us to elevate our library’s efficiency and cater to the evolving needs of our patrons, marking a significant leap forward in our commitment to delivering exceptional library services.

Conclusion:

The data migration into Koha at CUP Library Library has been successful in achieving the project goals. The transfer of catalog data to a KOHA ILS has improved the efficiency and functionality of the library’s catalog system, and the preservation of catalog data has been ensured. The user training will ensure the continued success of this project in meeting the needs of staff and patrons.

VuFind Intigration at CSSSC

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VuFind is an open-source library discovery platform used by libraries worldwide. It provides users with a simple and intuitive interface to search and access the library’s collections, Library Resources, and E-contents. Centre for Studies in Social Sciences Calcutta, has its collection divided into 3 libraries which are located at different geographical locations, and also have their own LMS. Library users faced problems while searching for a resource because they had to perform searches on three different OPACs. The purpose of this project is to install and set up VuFind on a server to provide library patrons with access to the Three Different library catalogs in one place.

Installation:

  • Operating System: The server was set up using Ubuntu Server 24.04 LTS.
  • Webserver: Apache2 was installed as the webserver.
  • PHP: PHP version 7.4 was installed.
  • Database: MySQL was used as the database management system.
  • VuFind: The latest stable version of VuFind (version 8.0.2 at the time of writing) was downloaded and installed.

Configuration:

  • Webserver Configuration: The Apache2 configuration file was modified to include the VuFind virtual host.
  • PHP Configuration: The PHP configuration file was updated to reflect the necessary settings for VuFind.
  • Database Configuration: A database was created for VuFind in MySQL, and the appropriate permissions were granted.
  • VuFind Configuration: The VuFind configuration files were updated to reflect the database and system settings.
  • LMS Integration: Vufind System was successfully integrated with Koha LMS of all three libraries, using OAI-PMH and Real-time Item information was retrieved using REST API.
  • Customization: Significant customization was done in VuFind configuration files and also the theme files to accommodate the relevant and required fields in Search Results and Record Display Page. Code was modified to display the Accession number of the Items along with their availability.

Testing:

Once the installation and configuration were complete, VuFind was tested to ensure that it was functioning as expected. The following tests were performed:

  • Search functionality: The search bar was tested to ensure that it was correctly retrieving results from the library’s catalog.
  • Display of search results: The display of search results was tested to ensure that they were correctly formatted and displayed.
  • Record display: The display of individual records was tested to ensure that the information was correctly displayed.

Conclusion:

The installation and configuration of VuFind were successfully done at the Centre for Studies in Social Sciences, Calcutta. The system was tested and found to be functioning as expected, and a Unified Search Interface was developed to search and browse collections of Three different libraries on a single window. The library patrons can now access the library’s catalog through VuFind, providing them with a simple and intuitive interface to search and access the library’s collections.

Koha at JBMRC

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Data migration is the process of transferring data from one system to another. This report details the data migration into Koha, an open-source Integrated Library System (ILS), at the Jadunath Bhavan Museum and Resource Centre, Kolkata.

Project Goals:

  1. To transfer library catalog data from the current ILS to Koha.
  2. To improve the efficiency and functionality of the library’s catalog system.
  3. To ensure the preservation of library catalog data during the migration process.

Project Methodology:

  1. System Selection: Several ILS options were researched and compared. Koha was chosen for its open-source nature, robust features, and strong community support.
  2. Data Extraction: The JBMRC Library was not using any Library management software at that time and all the Bibliographic Data was maintained in simple Excel files.
  3. Data Conversion: The Excel data was converted from xls into mrc format popularly known as MARC21 format using an open-source tool called MarcEdit.
  4. Data Cleanup: The extracted data was reviewed and cleaned to ensure accuracy and completeness before import into Koha.
  5. Merging Multi-copy records: multiple Book items with the same bibliographic data were analyzed and merged into one single record while keeping the items separate, to ensure data standardization.
  6. Data Import: The cleaned data was imported into Koha using the built-in import tools.
  7. Quality Control: The imported data was reviewed and compared to the original data to ensure accuracy and completeness. Any necessary corrections were made.
  8. User Training: Staff was trained on the use of Koha, including catalog maintenance and management.

Project Results:

  1. Successful transfer of library catalog data from the current ILS to Koha.
  2. Improved efficiency and functionality of the library’s catalog system through the use of Koha’s advanced features.
  3. Preservation of library catalog data during the migration process through accurate data extraction and thorough quality control.

Conclusion:

The data migration into Koha at JBMRC Library has been successful in achieving the project goals. The transfer of catalog data to a new ILS has improved the efficiency and functionality of the library’s catalog system, and the preservation of catalog data has been ensured. The user training will ensure the contin

Koha at CSSSC

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Data migration is the process of transferring data from one system to another. This report details the data migration into Koha, an open-source Integrated Library System (ILS), at the Centre for Studies in Social Sciences, Calcutta.

Project Goals:

  1. To transfer library catalog data from the current ILS to Koha.
  2. To improve the efficiency and functionality of the library’s catalog system.
  3. To ensure the preservation of library catalog data during the migration process.

Project Methodology:

  1. System Selection: Several ILS options were researched and compared. Koha was chosen for its open-source nature, robust features, and strong community support.
  2. Data Extraction: Data was extracted from the current ILS (WinISIS) in ISO a format that could be easily imported into Koha.
  3. Data Cleanup: The extracted data was reviewed and cleaned to ensure accuracy and completeness before import into Koha.
  4. Merging Multi-copy records: multiple Book items with the same bibliographic data were analyzed and merged into one single record while keeping the items separate, to ensure data standardization.
  5. Data Import: The cleaned data was imported into Koha using the built-in import tools.
  6. Quality Control: The imported data was reviewed and compared to the original data to ensure accuracy and completeness. Any necessary corrections were made.
  7. User Training: Staff was trained on the use of Koha, including catalog maintenance and management.

Project Results:

  1. Successful transfer of library catalog data from the current ILS to Koha.
  2. Improved efficiency and functionality of the library’s catalog system through the use of Koha’s advanced features.
  3. Preservation of library catalog data during the migration process through accurate data extraction and thorough quality control.

Conclusion:

The data migration into Koha at CSSSC Library has been successful in achieving the project goals. The transfer of catalog data to a new ILS has improved the efficiency and functionality of the library’s catalog system, and the preservation of catalog data has been ensured. The user training will ensure the continued success of this project in meeting the needs of staff and patrons.

Digitization of Rare Books

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The digitization of rare books refers to the process of converting physical books into digital format to preserve and make them accessible to a wider audience.

The project of Digitization of Rare Books and Manuscripts in the IIAS library started in 2017. The retrospective conversion of books was done, which included Scanning of books using BookEye 3 Scanner. PDF Conversion of scanned TIFF images, OCR of PDF books, Capturing Metadata, and uploading the Final PDF copies with pertaining metadata on the Institutional Repository Server.

Project Goals:

  1. To preserve rare books and prevent deterioration due to age and handling.
  2. To make rare books accessible to a wider audience through digitization.
  3. To improve the ease of access and research for patrons and staff.
  4. To host the Digital copies on a centralized and network accessible Repository server.

Project Methodology:

  1. Selection of Rare Books: A selection of rare books were made based on their significance, rarity, and research value.
  2. Scanning Process: The selected books were scanned using high-resolution digital cameras, BookEye Scanners, and specialized software to ensure accurate and detailed images.
  3. Digitization: The scanned TIFF RAW images were converted to PDF/A file format, and OCR was run to enhance their readability and accessibility. Metadata was also captured and added to the digital images to provide context and make searching easier.
  4. Quality Control: The digitized images were reviewed for accuracy, quality, and completeness. Any necessary improvements were made to ensure the best possible representation of the original books.
  5. Error Correction: Deskew, alignments, sharpness, and letter reconstruction were done after checking the text line by line, to insure that the scanned digital copies are easy to read.
  6. Storage and Access: The digitized images were stored in a Dspace digital repository and made accessible through the library’s website and catalog.

Project Results:

  1. Preservation of rare books through digitization, reducing the risk of deterioration and damage from handling.
  2. Improved accessibility to rare books for a wider audience, including researchers and patrons with disabilities.
  3. Enhanced ease of access and research for scholars and staff, as the digital images can be easily searched and accessed online.
  4. Developed an Oniline Repository of Rare Books using Dspace Open source software.

Conclusion:

The digitization of rare books at IIAS Library has been successful in achieving the project goals. The preservation of rare books through digitization and improved accessibility has been achieved, making these important resources available to a wider audience. The secure storage and ease of access through the library’s website and catalog will ensure the continued success of this project.

IIAS Institutional Repositiory using Dspace

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A digital repository is a system for managing, preserving, and providing access to digital content. This report details the building of a digital repository using DSpace software at the Indian Institute of Advanced Study, Shimla. The task of repository building was taken in hand in mid-2009 and was completed by November 2009.

Project Goals:

  1. To create a central repository for storing, managing, and providing access to the library’s digital collections.
  2. To preserve digital content and ensure its long-term accessibility.
  3. To improve the ease of access and searchability of digital collections for patrons and staff.

Project Methodology:

  1. System Selection: Several digital repository systems were researched and compared. DSpace was chosen for its open-source nature, robust features, and strong community support.
  2. Implementation: DSpace was installed and configured to meet the specific needs of the IIAS Library. Customizations were made to the software to ensure it functioned effectively and efficiently.
  3. Data Migration: The library’s existing digital collections were migrated to the DSpace repository. Metadata was added to the digital collections to provide context and improve searchability.
  4. User Training: Staff was trained on the use of DSpace, including the management and preservation of digital collections.
  5. Ongoing Maintenance: DSpace is regularly updated with new features and bug fixes, and staff support is provided as needed.

Project Results:

  1. Creation of a central repository for storing, managing, and providing access to the library’s digital collections.
  2. Preservation of digital content through the use of a robust digital repository system.
  3. Improved ease of access and searchability of digital collections for patrons and staff through the use of metadata and intuitive search functionality.

Conclusion:

The building of a digital repository using DSpace software at IIAS Library has been successful in achieving the project goals. The central repository has improved the preservation and accessibility of digital collections, and the ease of access and searchability have been enhanced. The ongoing maintenance and user training will ensure the continued success of this project in meeting the needs of staff and patrons.

Repository Link : http://ir.iias.ac.in/jspui/

Automation at IIAS Library

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Library automation refers to the use of technology to manage library operations and services. The Automation of the Library of Indian Insititute of Advanced Study, Shimla started in 2009, with an aim to automate the traditional library system to make it more efficient, accessible, and user-friendly for both library staff and Library users.

The project was started by Mr. Prem Chand, Librarian IIAS, and my job was to facilitate physical verification of the collection of 2,40,000 Books, Generate barcodes for each accession number, and Updation of data in LibSys4, and report analyses. Barcoding helped the fast acquisition and easy circulation of library books. With Automation, various processes such as the acquisition of books, cataloging, circulation, and inventory management were seamlessly integrated and the project concluded with the upgradation of Servers and client computers.

Goals:

  1. To automate the cataloging, circulation, and patron access to resources.
  2. To improve the efficiency and accuracy of library operations.
  3. To provide better access to information for patrons.
  4. To Improve the speed and accuracy of book searching, issuing, and returning.
  5. To Streamline library operations by automating manual tasks and reducing paper-based processes.
  6. To Provide patrons with easy access to the library’s catalog and allow them to place holds, renew books, and view their borrowing history online.
  7. To Enhance library staff’s ability to manage the collection, track usage, and generate reports.
  8. To Improve the overall user experience by providing a modern and intuitive interface.

Scope:

  1. Development of a web-based platform to provide online access to the library’s catalog and services.
  2. Integration of a barcode scanner to manage book issue and return.
  3. Implementation of an automated email notification system to remind patrons of due dates and holds.
  4. Development of a user-friendly interface for library staff to manage the collection, track usage, and generate reports.
  5. Implementation of a security system to ensure the confidentiality of patron information.

Timeline: The project took nearly 8-12 months to complete, including testing, staff training, and user acceptance.

Project Methodology:

Assessment: A thorough analysis of the current state of library operations was conducted, including staff and user needs, budget, and technology infrastructure.

System Selection: The library was using LibSys4 for library management, After stock verification and barcoding of the library books the system was well integrated with the library’s existing technology infrastructure.

Implementation: The Barcode printers and barcode scanners were installed in the library and the setup was integrated with the LibSys4 library management system and staff were trained to use it effectively.

Data Correction and Validation: The library’s existing catalog and patron information were verified with the physical inventory of the library.

User Education: The system was put online over the internet and library staff along with users were educated to use the Online Public Access Catalog (OPAC), to perform searches and locate the right resource in the library.

Ongoing Maintenance: The system is regularly updated with new features and bug fixes, and staff and user support are provided.

Project Results:

Improved efficiency and accuracy of library operations, including cataloging and circulation.

Better access to information for patrons through the integration of the catalog with the library website and online resources.  Reduced manual workload and costs, as many tasks are now automated.

Conclusion:

The implementation of the barcodes and integration with LibSys4 in IIAS Library has been successful in achieving the project goals. The library has seen improved efficiency, accuracy, and access to information for users, as well as cost savings through the automation of manual tasks. The ongoing maintenance of the system will ensure its continued success in meeting the needs of staff and patrons.